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4. City to email purchase order/contract to the specific Sales Staff member that <br /> provided the quote/RFP. <br /> a. Purchase order/contract can also be emailed to Noah Read, referencing the <br /> Yamada Enterprises quote number/RFP (upper right-hand corner of quote) <br /> or by attaching a copy of the Yamada quote/RFP with the purchase <br /> order/contract. <br /> b. A project file will be started and if there are no questions, Sales will place <br /> order with manufacturers. Any questions will be addressed prior to placing <br /> orders with manufacturers. <br /> c. City personnel will be notified that order has been placed. Manufacturing <br /> lead times for this specific project range from 2-18 weeks. Orders will be <br /> released into manufacturing based on the approved furniture delivery date <br /> provided by the City to ensure on-time delivery. <br /> d. If any approvals are required by City personnel (i.e. shop drawings, color or <br /> finish samples, etc.) the dedicated Yamada Sales Staff member for the <br /> project will forward items for approval via email or mail depending on items <br /> to be approved. City personnel to return all approvals to our Sales Staff with <br /> signatures/initials and dates indicating acceptance. Approvals will <br /> immediately be returned to manufacturers so production can commence. <br /> Meetings with City personnel to review plans, colors/finishes and samples <br /> can also be scheduled at this time. During this process, suggestions, and/or <br /> special concerns such as value engineering opportunities and ADA <br /> compliance will be brought to the City's attention for consideration. <br /> e. When Yamada Enterprises receives an acknowledgment from the <br /> manufacturer indicating an estimated ship date, Sales Staff member will <br /> convey this information to City personnel. <br /> f. Yamada Enterprises Sales Staff will follow up with manufacturers on a <br /> regular basis and provide updates to City personnel. City personnel will <br /> immediately be notified of any scheduling changes by Sales Staff. <br /> 5. Once material is ready to ship, Sales Staff will coordinate with City personnel <br /> regarding scheduling and coordination. <br /> a. Yamada Enterprises Sales Staff will coordinate with City personnel, <br /> manufacturer, freight company and our installation crew to assure that <br /> installers meet the truck to unload material and begin installation or offload <br /> material into storage as designated by City personnel. <br /> b. After material ships, Yamada Enterprises Sales Staff will notify City <br /> personnel of estimated delivery date and time. Our Sales Staff will continue <br /> to monitor the shipment to assure delivery is made in a timely manner. Our <br /> installation crew will be updated daily on the shipment progress. Sales Staff <br /> will contact City personnel 24 hours prior to delivery confirm and finalize <br /> delivery instructions. <br /> c. Yamada Enterprises installation crew will meet the delivery truck, offload, <br /> and begin installation. Once installation is complete, our installation crew <br /> will notify City personnel that project is complete. The delivery and <br /> installation timeframe for this specific project will range from 4-6 weeks <br /> depending on the awarded scope. <br /> Library Interiors <br /> 16552 Burke Lane • Huntington Beach, CA • 92647-4538 <br /> (714) 843-9882 • (800) 444-4594 • FAX (714) 843-9202 <br /> 9 <br />